Under the direct supervision of the Resource Office Manager this position provides administrative and secretarial support for the resource office manager, the department and the operations team. In addition to typing, filing and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.
ESSENTIAL JOB FUNCTIONS:
- Answer general phone inquiries using a professional and courteous manner
- Will have daily contact with religious leaders within the community, ministers and their assistants
- Direct phone inquiries to the appropriate staff members
- Reply to general information requests with the accurate information
- Greet clients/suppliers/visitors to the organization in a professional and friendly manner
- Use computer word processing, spreadsheet, and database software to prepare staff training and employee training, reports, memos, and documents
- Sort incoming mail, faxes, and courier deliveries for distribution
- Prepare and send outgoing faxes, mail, and courier parcels
- Establishing and maintaining an effective working relationship with the administration, management and on-site project staff
- Purchase, receive and store the office supplies ensuring that basic supplies are always available
- Assist in organizing office activities
- Assisting in preparing payroll
- Assisting with maintaining the cleanliness of the office
- Computes, records, and proofreads data and other information, such as records or reports.
- Responsible for make photocopies and sending faxes
- Assisting with telemarketing calls and advertisement of the company
- Responsible for establishing and maintaining filing of correspondence and other official documents and records into appropriate folders.
- Responsible for receiving, sorting and distributing mail
- Types and prepares for mailing letters, memos, and other official documents.
- Must attend staff meetings, possibly to take notes or furnish information.
- Handling confidential information with discretion and discernment in a way that will add value to organizational integrity.
- Assisting with the preparation and communication of materials to the operations site
- Assisting with the upkeep and management of the timekeeping system for the company
- Required to attend off site events hosted by Environmental Building Services.
- Perform other tasks and responsibilities as assigned by management
The work involved in this position occurs primarily at the Environmental Building Services Corporate Office and at the Environmental Building Service office and is generally sedentary in nature.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
The Administrative Assistant must be able to comfortably carry small to medium sized boxes (up to 50 lbs.) and maneuver within the headquarters which is a non-smoking facility.
EXPECTED HOURS OF WORK
Presently this is a part-time position hiring for approximately 25 to 35 hours weekly with the potential to be upgraded to a full-time position. It will require that the administrative assistant be present during the classroom sessions; which will be hosted in the evening and on Saturdays.
This position does require that the applicant have reliable transportation to the corporate headquarters and off-site events
- Adhere to dress code, appearance is neat and clean.
- Complete annual education requirements.
- Maintain patient and customer confidentiality at all times.
- Report to work on time as scheduled.
- Wear identification while on duty.
- Maintain regulatory requirements, including all state, federal and local regulations.
- Represent the organization in a positive and professional manner at all times.
- Comply with all organizational policies and standards regarding ethical business practices.
- Communicate the mission, ethics and goals of the organization.
- Participate in performance improvement and continuous quality improvement activities.
- Attend regular staff meetings and in-services.
- Ability to accurately type a minimum of 35 wpm.
- Good working knowledge of English, grammar, punctuation, spelling, style, etc.
- Ability to operate standard office machines.
- Knowledge of efficient office procedures.
- Knowledge of Microsoft office suite (Word, Excel, PowerPoint, Outlook etc.)
- Ability to answer telephones and greet the public in a friendly and courteous manner.
- Ability to speak in a clear and understandable manner and write legibly.
- To be to support the President, management, instructors and staff with any tasks that might be done to free them as much as possible so that they remain dedicated to their duties
- To be able to exhibit professionalism, demonstrated by a well-groomed appearance, conscientious work ethic, teaching ability and accountability
- Willing and able to work at a fast pace within a variety of settings and circumstances, with composure and flexibility
- Willing to work evenings and weekends occasionally
- Willing to travel occasionally as the need arises
- Be ever conscious of the need for confidentiality
- Always exercise discernment and wise judgment
- Be a person who gives extreme attention to details with an eye for excellence
- Have a non-lackadaisical attitude with the willingness to seek new information, training, and resources as needed
- Be a self-starter and good at multi-tasking and prioritizing projects
- Possess strong administrative skills and the ability to work independently without supervision.
- Able to create an environment that is inviting to people passing through on a daily basis
- High School graduate or equivalent.
- One to three years of clerical and office experience.
- One to three years of clerical and office experience within a church or non-profit organization preferred.
- Organizational Skills
- Time Management
- Customer service orientation
- Team work
- Communication skills – verbal and written